Terms of Use & Health Coaching

Effective Date: January 10, 2026

Agreement

These Terms apply to use of the HeartsMind Institute website and services. By booking or receiving services, you acknowledge these Terms. If you do not agree, do not book or use services.

1. Services

HeartsMind provides health coaching and strategy. Services may include reviewing health history, symptoms, and information you share; identifying patterns and possible contributing factors; education and coaching; goal setting; preparation for healthcare appointments; strategy; and tracking progress. Services depend on information you provide.

2. Not Medical Care

HeartsMind is not your treating physician, cardiologist, or specialist through these services. Coaching does not provide medical diagnosis, treatment, cure, or prevention and does not replace licensed healthcare. We do not direct you to stop, change, or delay prescribed treatment. Continue working with your healthcare team. For an emergency, call 911 or seek emergency care.

3. Clarity Session

A focused, personalized session to help you make sense of health concerns and move forward with greater clarity. We may review history, connect information and patterns, and identify a useful focus. We address one concern or priority at a time; one session may not address every question. It establishes clarity and a starting point and does not guarantee resolution or outcomes.

4. Root to Result

Root to Result is an ongoing personalized process intended to examine patterns and work toward meaningful change. It begins with an initial session and requires commitment to at least two additional recurring sessions. Further sessions may continue according to the plan and payment terms presented at enrollment. Outcomes vary; no specific result is guaranteed.

5. Client Responsibilities

You agree to provide accurate information to the best of your knowledge, communicate relevant changes or concerns, make your own healthcare decisions, and continue appropriate care with healthcare professionals. You are responsible for deciding whether coaching is appropriate and seeking medical advice when needed.

6. Virtual Sessions, Recording, and AI Notes

Sessions may use Zoom or tools provided by Practice Better or Healthie. Recording, transcription, or AI-assisted notes may occur only when enabled and appropriately disclosed. We will provide notice before recording or using AI documentation with your information. You may ask questions or decline a feature requiring recording/transcription; we will discuss whether the session can proceed without it. Features may vary by platform.

7. No Guarantee

Coaching is educational and collaborative. Results depend on individual circumstances, actions, health, and care from other professionals. No particular health outcome or improvement is guaranteed.

8. Scheduling

Provide at least 48 hours' notice to reschedule by emailing heartsmind.org. Less than 48 hours' notice and missed sessions/no-shows are considered used and are not refundable, except as required by law or stated in booking terms.

9. Fees and Payments

Clarity Sessions are paid according to booking terms. Root to Result uses recurring payments; amount and frequency are disclosed at enrollment. Enrollment authorizes those recurring charges. Stripe processes payments. You are responsible for managing and canceling recurring authorization through the available Stripe process and verifying future charges have stopped. No refund is provided for completed sessions or processed payments except as required by law or stated in booking terms.

10. Cancellation and Refunds

You may cancel future RR sessions and recurring payments at any time through the available Stripe process. You are responsible for managing and canceling autopay and verifying cancellation. Cancellation does not refund completed sessions or payments already processed. Missed sessions and late cancellations are not refundable except as required by law. Rescheduling requires 48 hours' notice by email.

11. Privacy

Our Privacy Policy is incorporated into these Terms. You may share health history or symptoms during consultations or through forms. Avoid sending detailed health information through general contact forms or ordinary email unless directed to a secure method. We may use Webflow, Stripe, Google Analytics, email providers, Practice Better, Healthie, Zoom, and AI documentation tools as described in the Privacy Policy. Recording, transcription, or AI notes occur only when enabled and appropriately disclosed.

12. Intellectual Property

HeartsMind original educational materials, content, frameworks, and resources are protected by copyright and applicable intellectual-property laws. Materials are for personal educational use in connection with services. You may not copy, reproduce, distribute, publish, share, sell, or use them commercially without prior written permission, except as permitted by law.

13. Website Use

You agree not to misuse the website, interfere with its operation, attempt unauthorized access, or use content in violation of law or these Terms.

14. Limitation of Responsibility

To the extent permitted by law, HeartsMind is not responsible for decisions made based on coaching or educational information or outcomes resulting from your actions. Nothing excludes or limits liability that cannot lawfully be excluded or limited, or alters rights under applicable law.

15. Governing Law

These Terms are governed by Oregon law, without regard to conflict-of-law principles, except where applicable law requires otherwise. Mandatory consumer or other protections are not waived.

16. Changes

We may update these Terms as services or legal obligations change. Updates will be posted with a revised effective date. Continued use after an update constitutes acceptance to the extent permitted by law.

17. Acknowledgment

By booking or participating, you acknowledge these Terms, including that coaching is not medical care, does not replace your healthcare team, and does not guarantee outcomes.

18. Contact

HeartsMind Institute

heartsmind.org

hello.heartsmind@gmail.com